EZClaim Advanced ANSI 837P. TriZetto Clearinghouse Manual

EZClaim Advanced ANSI 837P TriZetto Clearinghouse Manual EZClaim Medical Billing Software May 2015 TriZetto Site ID# TriZetto SFTP Password Trizetto Website login Password

Enrollment Process for EDI Services Note: For questions regarding TriZetto Enrollment, Payer agreements, testing, or other Clearinghouse questions please contact TriZetto Enrollment Dept. at 1.800.969.3666 or Trizetto Customer Service at 1.800.556.2231. Client signs a contract with TriZetto. Within 24 hours the client will receive an email from TriZetto. The dedicated Trizetto Provider Enrollment representative will contact the client for their initial Kick off Call. Client questions can be answered at this time. An Implementation Checklist and Transfer Authorization Form and Data Collection Workbook will be provided after call. The client will be responsible for completing the Data Collection Workbook (provider specific information such as NPI s, Tax ID s, etc.) and returning it to their TriZetto representative in a timely manner. Once the Data Collection Workbook is returned to TriZetto the EDI Enrollments are prepared. TriZetto will generate the Payer EDI enrollment paperwork which is given to the client to sign only if the Transfer Authorization Form (TAF) was not signed by client. If the TAF was signed by the client then your TriZetto Rep will complete forms. Payer turn-around times and outstanding issues will be provided by your TriZetto Rep. TriZetto will contact client via email when payer approvals are received and when the provider can submit claims to requested payers. A dedicated representative from the TriZetto Implementation Team will reach out to schedule an appointment for the installation (testing). Trizetto will notify EZClaim of the installation day and time. EZClaim will contact the client prior to installation (testing) appointment to assist with EZClaim program set up. Plan 20-30 minutes for this call. TriZetto will contact the client on the phone on the specified day and time to assist with the upload of the first claim file. TriZetto will use this claim file to test. The client file is tested by TriZetto to ensure that all payer IDs, NPI numbers, and all other claims data is accurate. Once testing is complete the site is moved into production. Any questions can be directed to TriZetto Customer Service Department at 1-800-556-2231. Once the client is in production and sending claims, they will be contacted by TriZetto to schedule TriZetto website training. Clients can register for additional Client Training webinars on the TriZetto website. Webinars are recommended for new clients and they re FREE! If you have questions at any time, please contact TriZetto Customer Service at 800-556-2231 2

EZClaim Enrollment Process for TriZetto Services 1. Enroll with TriZetto Clearinghouse TriZetto has contacted EZClaim Customer to begin Enrollment process. EZClaim Advanced10 is updated to latest release (Support>Check for Updates) TriZetto sends enrollment documentation to customer TriZetto sends Payer ID list to customer TriZetto sends TriZetto Site ID number and SFTP password to customer 2. EZClaim Program Set-up using the EZClaim TriZetto Quick Start Guide Customer enters Payer Library data Customer enters Physician/Facility Library data Customer enters Patient and Claim information EZClaim assists customer with setting up Site ID and SFTP password prior to TriZetto install appointment 3. Submit Test File to TriZetto TriZetto and Customer arrange a time/date for test file to be sent to TriZetto Following this EZClaim TriZetto User Guide, customer prepares a minimum of 15-20 claims from various Payers for TriZetto test file. Customer sends test file to TriZetto on the date/time arranged o Customer notifies TriZetto they are sending EZClaim SFTP which does not require a Path and Filename. Customer receives email approval from TriZetto that the test file is accepted, customer moved to Production status. 4. Retrieve Reports Customer downloads Reports in EZClaim program. See page 16 for Reports o Customer reports from TriZetto will download into EZClaim program and will also be viewable on TriZetto s website. 3

Common Errors on TriZetto claims Zip Code - Five digit zip code in the facility and billing addresses (boxes 32 and 33, respectively). The Facility and Billing zip codes must be nine digits without punctuation. Please add the extra four digits. Assignment of Benefits - If checked No, the payment from the insurance will go directly to the patient. Confirm selection is correct. See Physician/Diagnostic Info tab Tax ID - The hyphen in the Tax ID number will need to be removed. There cannot be any spaces or hyphens in this number. See Physician and Facility Library > Tax ID Type Payer ID # and DX Codes - Your claims will reject if Trizetto (TriZetto) payer IDs are not entered in the Payer Library. http://payers.gatewayedi.com/default.aspx All DX codes must be valid codes. Subscriber Address - A full Subscriber (Insured) address is required on claims. Claims for Testing - TriZetto would like to see 10-15 claims (for various payers) in your test file so that they can give you good test results. PO Box Number - You cannot use a PO Box for the Billing or Facility locations. (Box 32 & 33 of the claim form (Facility and Billing information.) See Step 3- Physician and Facility Library > Classification Note: A P.O. Box address requires setting up a separate billing entry using the Classification of Pay to Provider. Once entry is completed, go to Tool>Options>Submitter Information to select your Pay to Provider entry. Rendering Provider - Claims with the same Information in both the Billing and Rendering fields may reject. Most Payers do not want to see Rendering information if it is the same as the Billing information. Hospital Admission Date -Include an Admission Date on all inpatient hospital medical visits. Go to Charges tab > Hosp. Dates Taxonomy Codes - Taxonomy Codes are 10 digits. Please update claims with correct Taxonomy code. http://www.wpc-edi.com/reference/ See Physician and Facility Library > Taxonomy Codes 4

ANSI 837 Data Entry READ BEFORE YOU BEGIN TRIZETTO PATH AND FILENAME for submitting test files to TriZetto. When asked by TriZetto for the name of your file and the file location (file path) let them know you are submitting your claims through EZClaim using SFTP (Secure File Transfer Protocol). EZClaim customers do not require a Path and Filename. Step 1 - Submitter/Receiver Information 1. Go to Tools>Options>Submitter Information tab. 2. Enter your office Contact name and Phone number. Enter your TriZetto assigned 4 Digit Site ID. Note: Contact name cannot be the same as Billing Provider name entered in EZClaim. 3. Click on OK. *If you use a Post Office box number for billing address, enter Pay to Provider info in Step 3 Physician, Organization, Facility Library and then select Pay To dropdown here. 5

Setting Up Your Data Before you will be authorized to submit test claims to TriZetto, you must have your test claims set up in the following format! Please follow these instructions. Required: Your file will reject if you do not use a TriZetto (Gateway EDI) Payer ID# for every insurance company you are sending claims. Click on this link and use the TriZetto-Gateway Payer list for Payer ID# s. Step 2 - Setting up the Payer Library Payer Library Icon. Add Payer Information to Library Required: You must have a Payer name and Gateway EDI (TriZetto) Payer ID# for every insurance company you are sending electronic claims. 1. Enter name of Insurance carrier. 2. Enter Payer ID# in Payer ID field. 3. Ins Type Code: Select only if sending Medicare as a secondary payer. Use dropdown arrow to select Medicare Secondary Claims Ins Type code. 4. Click on the Save button. 5. Payer information is now listed in the box to the left. Edit Payer Information Highlight the Payer, edit Payer information and then click on the Save button. 6

Step 3 - Physician, Organization and Facility Library Physician/Facility Library Icon Note: A 9 Digit Zip Code is required for Billing and Facility information! Physician/Facility Library Library information must be completed before entering patient data. Once the entries are completed in the library, they will be selected on EZClaim data entry screens. Correct set-up of the Library is important for error free claims. Billing Provider Information (Box 33 on CMS 1500 form) Use dropdown arrow to select Classification type 9 digit Zip Code is Required. Note: Do not use initials or credentials. MR., MS., DR., MD, INC. etc. 1. Enter the Name of Provider, Agency or Business in Full Name Required field. 2. Select Billing as Classification. 3. Select Person or Non-Person as Type depending on the billing provider entry. 4. Enter Organization name or Last Name and First Name if person. 5. Enter street Address information including 9 digit Zip Code. Note: A P.O. Box address requires setting up a separate billing entry using the Classification of Pay to Provider. Once entry is completed, go to Tool>Options>Submitter Information to select your Pay to Provider entry. 6. Enter Individual or Organizational NPI number. 7. Using the dropdown arrow, select Tax ID Type and enter number. 8. Enter Taxonomy Code if required by your insurance company. Note: Fax and Email is used for your reference only. Additional ID numbers 1. Situational: Select Payer by clicking in the blank line. Continue entering ID Type and either the Providers Individual or Group ID Number. 7

2. Click on Save. Rendering Provider Information (Box 24j on CMS 1500 form) 1. Enter First and Last name in Full Name (Required) field. 2. Select Rendering as Classification. 3. Select Person as Type. 4. Enter Last name and First name. 5. Enter Individual NPI number. Optional: If a Tax ID is required, enter under Additional ID Numbers. 6. Click on Save. Facility Information Enter Facility information only if different than the Billing Provider information. (Box 33 of the 1500 form.) 1. Enter Facility Name in Full Name (Required) field. 2. Select Facility as Classification. 3. Select Non-Person as Type. 4. Enter Facility Name and Address information including 9 digit Zip Code which is required. 5. Enter NPI number. 6. Click on Save. Note: Enter additional Provider and Facility information as required for your claims. 8

Step 4 - Patient/Insured Info Screen Do not use words such as SAME or NONE or N/A. Required: Enter Patient information. Required: Insured information is required if Insured is different than the Patient. Required: Enter Insured ID Number in this format, 2345678. Do not use dashes or punctuation. Required: Patient s Birth Date Required: Patient Relationship to Insured Required: Patient Signature on File Required: Check Insured Signature on File for payment to be sent to Provider. If not checked, payment will be sent to the Insured. Box 9b-9c Reserved for NUCC use. Not used for electronic billing Other Insured Information. Enter secondary data only if submitting a secondary insurance for this claim. Enter secondary insured s ID# on the Payers/Other Info tab. Note: Enter any additional information requested by the insurance company. 9

Step 5 - Physician/Diagnostic Info Screen Field Requirements Required: Billing Provider Info & Phone Number information. Use the dropdown arrow to select the Physician/Organization name. Required: Accept Assignment indicator. Yes or No. IF checked No, payment will be sent to the Insured. Required: Physician Signature on File indicator If required by your Payer, enter the following information. Rendering Provider - Rendering Provider information Date of Current This is the default Date of Current field. Enter a date in this field only if the date is used for all charges for this patient. For Medicare this date cannot be same as first date of service. Referring Provider Name and ID# Facility Information - Do not enter facility information unless Facility data is different from Billing information or Place of Service is a 12 or required by your insurance company. 10

Step 6 Payers/Others Info Screen Primary/Destination Payer 1. Required: Click Primary Payer button to select Payer previously set up in the Payer Library. Select Payer by highlighting the Primary Payer and click OK. 2. Required: Primary Claim Filing Indicator. Secondary/Other Payer 1. Required: Secondary/Other Payer 2. Required: Claim Filing Indicator 3. Required: Secondary/Other Insured s ID# 4. Required: Patient Relationship to Insured Note: See tabs below for additional Situational information. Do not enter Situational information unless required by your insurance company. EDI Claim Notes: To include notes in Loop 2300 NTE Segment of your electronic file, check the Include Notes with EDI file checkbox. 11

Step 7 - New Charges Screen Required: Click on the calendar to select Date of Service. Enter charges and other service line information. Required: ICD Indicator, using the dropdown box select 9 for ICD-9 or 0 for ICD-10 codes. Cannot have BOTH ICD-9 AND ICD-10 codes on a claim. Required: Diagnosis codes. Required: Enter the diagnostic code pointers (ABCD etc.) on the charges line. Do not use the actual diagnosis code in this box, 24E, only pointers. Enter no more than four DX pointers on each service line. Required: Place of Service, must use 2 digits. Below are the most commonly used codes. 11 - Office 12 Home 21 - Inpatient Hospital 22 - Outpatient Hospital 24 - Ambulatory Surgical Center 41 Ambulance (Land) 99 Other Unlisted Facility Required: Procedure Code Situational: Rendering Provider: This data is pulled from the Rendering Provider information which has been selected on the Physician/Diagnostic Info tab. If Rendering Provider information has not been selected on the Physician/ Diagnostic Info tab, use the dropdown arrow to select the Rendering Provider previously set up in the Physician/Facility Library. Situational: Enter EMG only if requested by your insurance company. Usually left blank. NOTE: DME Companies do not use Rendering Providers. Leave the rendering provider fields blank. 12

Step 8 - Submitting Claims Using EZClaim SFTP Menu Location: Electronic Claims Icon 1. Using the dropdown arrow select TriZetto Secure 837 5010. Once selected DO NOT change this format! SFTP account User ID and Login Set-up 1. Click on the TriZetto FTP button. 2. Click on Program Options 3. Choose Set User ID and Password. 4. Enter your Site ID (4 digit client code) and SFTP Password provided by TriZetto. 5. Click Save and Close>Save and Close. 6. Click on the Test Connection button to test your connectivity. Selecting and Exporting Claims 1. Select claims to be exported by checking the check box next to claim. Note: You may also click the Check All box if all claims are ready to submit. 2. Click on the Check for Errors button. 13

3. If the analyzed report states there are errors, return to the claim and correct errors. Once errors have been corrected, return to Electronic Claims and continue. 4. If the report states there are no errors, click on OK, click on the Send button. 14

5. Select Yes to print an Exported Claims Report. 6. File will then automatically upload and a confirmation message, Claim files uploaded successfully! will be displayed and transmission is complete. 15

Step 10 Reports 1. To download reports click on Download Reports. 2. Double click on a Report file name to open 3. View Reports. If your report states that your claims have errors, make necessary changes to claims and resubmit claims. Managing Reports After viewing it is suggested that reports are Archived and not Deleted. To select multiple reports, hold down the Ctrl key and highlight reports to be deleted or archived. To Restore reports, click on Backup/Restore Rpts, browse to backup report location and click Open. 16

Step 10 - Resubmitting Claims Electronic Billing Icon 1. Click on the Show Previous Batch button. 2. Highlight and then double click on the previous batch of claims to view. 3. Claims are now ready to select and resubmit. 4. Select by highlighting all claims or individual claims to re-export. 5. Click on the Send button. 6. Confirm Claim File Upload Successful. 17

Gateway EDI (TriZetto) Report Formats.999 or.997-997 / 999 This report will only acknowledge receipt of a file by TriZetto (Gateway EDI).. Claims will not be rejected at this level..dat - Human Readable / Text Report This report will contain TriZetto (Gateway EDI). and Payer responses. The report contains a variety of details for each claim including the patient name, patient account number, dates of service and charges. Any rejected claims will also display the error message from the clearing house or payer. The file name will be MMDDYY.DAT.CSR / Claim Status Report This report contains the same information as the Human Readable / Text Report. The file name will be MMDDYY.CSR.RMT This report is an 835 Remittance Report Note: Payer and trading partner responses are received in various formats but standardized by TriZetto (Gateway EDI). The responses can include accepted and rejected claims and will be returned in the Human Readable / Text, CSR or 277U layouts. 18

ANSISI 837 Quick Reference LOOP 2000A (Specialty/Taxonomy) Segment EZClaim Location Billing Provider Specialty Information LOOP 2010AA (Billing Provider) Billing Provider Name (Box 33) PRV03 NM103 Physician/Facility Library Icon>Billing or Rendering Provider >Taxonomy Physician/Facility Library Icon>Billing Provider Name and Address Billing Provider Primary Identifier NM109 Physician/Facility Library Icon>Billing Provider>NPI Billing Provider Secondary Identifier REF02 Physician/Facility Library Icon>Billing Provider >Tax ID# Billing Provider Secondary Identifier Billing Provider Address REF02 N3 & N4 Physician/Facility Library Icon>Billing Provider >Legacy ID# Physician/Facility Library Icon>Billing Provider>Address & Zip LOOP 2310B (Rendering) Rendering Provider Name (Box 31) NM103 Physician/Facility Library Icon>Rendering Provider First and Last Name Rendering Provider Primary Identifier NM109 Physician/Facility Library Icon>Rendering Provider>NPI LOOP 2310A (Referring) Referring Provider Name (Box 17) NM103 Physician/Facility Library Icon>Referring Provider First and Last Name Referring Provider Primary Identifier NM109 Physician/Facility Library Icon>Referring Provider>NPI LOOP 2310D (Facility) Service Facility Name (Box 32) NM103 Physician/Facility Library Icon> Facility Name Facility Address N3 & N4 Physician/Facility Library Icon>Facility>Address & Zip Facility Primary ID# (If required) NM109 Physician/Facility Library>Facility NPI LOOP 2010BB (Payer) Payer (Insurance Co.) Name NM103 Payer Library Icon>Payer Name Payer ID# NM109 Payer Library Icon>Payer ID LOOP 2300 Claim Information General claim information plus Diagnostic Codes and Total Claim Charge LOOP 2400 Service Line Information (Charges tab) Data related to procedure code charges. Ex: Dates, procedure codes, modifiers, charges, units. 19